Skip to main content

Importing your data

If you are migrating from another applicant tracking system (ATS) or a spreadsheet, you can bulk-import your existing records into RecSphere. This article covers the supported formats, how to prepare your files, and what to do when an import fails.

Supported import types​

You can import these record types:

  • Candidates via CSV.
  • Vacancies via CSV.
  • Clients (with locations) via CSV.
  • Bulk CVs via drag-and-drop of a folder of .pdf, .doc or .docx files.

Each import type has its own template you can download from inside the importer.

Where the importer lives​

Open Admin > Imports from the sidebar. You will see a card for each supported type and a history of recent imports.

Preparing your CSV​

Before you upload, get your file in shape:

  1. Open the import type you want, for example Candidates.
  2. Click Download template. The template includes every supported column and notes which fields are required.
  3. Open the template in a spreadsheet tool such as Excel, Numbers or Google Sheets.
  4. Paste your data into the matching columns. Required fields for candidates are first name, last name and email. For clients, name and country. For vacancies, title, client and reference.
  5. Save as CSV (UTF-8 encoded). The maximum file size is 25 MB. For larger files, split the data across multiple uploads.

Use the example data conventions: candidate sarah.williams@example.com, client NHS South West with location Bristol Royal Infirmary, vacancy RS-1045 titled Senior Nurse.

Deduplication

Imports match on email by default. If a row's email matches an existing candidate, the existing record is updated rather than a new one created. The same applies to clients (matched on name) and vacancies (matched on reference). Review your data carefully before uploading.

Running an import​

  1. From Admin > Imports, choose the type and click Start import.
  2. Upload your CSV file.
  3. Map columns. RecSphere tries to match column names automatically. Confirm or change each mapping.
  4. Review the preview. The first ten rows show how each record will look after import.
  5. Click Confirm to run the import.

Imports run in the background. You can leave the page and come back. RecSphere emails you when the import finishes.

Handling errors​

If some rows fail validation, the import completes the rows that passed and lists the rest under Errors.

  1. Open the import from the history list.
  2. Click Download error report. The file contains the failed rows plus a Reason column explaining why each one failed.
  3. Fix the issues in your spreadsheet.
  4. Save as CSV and upload again. Only the corrected rows will import; existing records remain unchanged.

Common error causes include missing required fields, malformed email addresses and dates in the wrong format (use YYYY-MM-DD).

Bulk CV uploads​

To import a folder of CVs:

  1. Open Admin > Imports > Bulk CVs.
  2. Drag and drop a folder, or click to browse.
  3. Confirm the file count and click Upload.

RecSphere parses each CV and creates a candidate record. Parsed fields include name, email, phone number, location and work history. You can review and edit each parsed record afterwards. See Importing CVs for the full process.

Parsing accuracy

CV parsing handles most layouts well but is not perfect, especially with scanned or image-only PDFs. Spot-check the first batch of records after parsing.